Accounting Clerk, Sales & Catering Admin ("Asistente de Contabilidad, Ventas y Eventos")

Description

POSITION PURPOSE
The Accounting Clerk, Sales & Catering Admin provides support to the General Manager and Sales Managers in the management of the hotel’s financial processes and sales/catering billing. Depending on established ownership procedures or direction, this role may encompass accounts receivable, accounts payable, maintaining financial records, documenting invoices, and managing the flow of petty cash. This position requires collaboration as a member of the Sales & Catering team. The individual will assist in coordinating meetings and social functions, while optimizing the use of banquet space to achieve and surpass revenue objectives.

ESSENTIAL RESPONSIBILITIES

• Prepare and update the Cash Deposit Log on a weekly basis.
• Issue employee bank accounts and provide training.
• Conduct audits of hotel banks and safe updates bi-monthly.
• Review Daily Revenue Reports (DRRs) on a daily basis.
• Oversight of the night audit.
• Code, collect, and input property invoices for hotels.
• Monitor deposit schedules.
• Manage Food & Beverage and Gift Shop inventory on a monthly basis.
• Process payments for group billing before and after arrival.
• Manage billing for sales and catering, including the creation and coding of invoices.
• Prepare and distribute Banquet Event Orders (BEOs) to all relevant departments.
• Send out inquiry letters and proposals to clients for the department. Answer client calls, communicate information to all necessary departments and team members
• Manage rooming lists, including additions and deletions.
• Ensure accurate updates in the Property Management System (PMS) for Sales BEOS, groups, and contracts.
• Respond to daily emails.
• Manage accounts receivable, including the group deposit schedule.
• Provide on-site assistance during major events.
• Update reader boards for the front desk, Food & Beverage, and Sales/Catering departments.
• Coordinate porterage activities between sales and on-site staff.
• Participate in analyzing Profit & Loss statements related to all GL code expenses.
• Assist catering & convention services in meeting/exceeding revenue goals through telephone solicitation, outside sales calls, site inspections and written communication.
• Maintain relationships with business accounts and sourcing new business opportunities. 
• Prepare correspondence to customers, internal booking reports and file maintenance.
•  All other duties assigned by manager or supervisor.

SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Assist with any guest inquiry.
• Follow all company and safety and security policies and procedures.
• Report maintenance problems, safety hazards, accidents, or injuries.
• Perform other reasonable job duties as requested by the General Manager.

PHYSICAL DEMANDS

• Environmental conditions are inside, a job is considered inside if staff spends approximately 75 percent or more of the time inside. Temperature is moderate and controlled by resort environmental systems.
• Must be able to sit at a desk for up to four (8) hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
• Must be able to stand and exert well-paced mobility for up to four (4) hours in length.
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 75 lbs. occasionally.
• Must be able to push and pull carts and equipment weighing up to 250 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.
• Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
• Must be able to bend, stoop, squat and stretch to fulfill cleaning tasks occasionally.
• Requires manual dexterity to use and operate all necessary equipment.
• Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to travel on occasion, as needed.
• Must be able to speak, read, write, and understand the primary language used in the workplace.
• Excellent communication skills, verbal, written and electronic.
• Considerable knowledge of complex mathematical calculations and computer programs.
• Must have excellent leadership capability and customer relations skills.
• Ability to manage multiple priorities and deadlines
• Ability to think creatively and have a good eye for persuasive language
• Must be detail oriented with outstanding organizational and communication skills
• Ability to collect, analyze, and interpret data to identify customer needs and preferences.
• Must possess intermediate computer skills.
• Must possess basic computational ability.
• Knowledge of computer programs, math skills as well as budgetary analysis capabilities required.
• Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
•  Knowledgeable about basic function of Windows OS, MS Office, PMS, PBX, Key system, and POS.
• Self-driven and able to work independently.

EDUCATION

• High school or equivalent education required. Bachelor's degree preferred

EXPERIENCE

• Previous Hotel/Resort experience preferred.
• 1-2 years prior experience in an administrative role. 
• 1-2 years prior experience within hospitality or customer service.
• Experience working with CI/TY preferred

LICENSES OR CERTIFICATIONS

• N/A

GROOMING
All Staff Members must maintain a neat, clean, and well-groomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

ATTENDANCE
Regular attendance in conformance with the standards which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position.  Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment. Upon employment, all staff are required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotel’s facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.  Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.  This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.
 

Qualifications